To: Board of Supervisors
Department or Agency Name(s): Transportation and Public Works
Staff Name and Phone Number: Johannes J. Hoevertsz 707-565-2231
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Gas Collection and Control System and Leachate Collection and Recovery System Maintenance
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Recommended Action:
Recommended action
Authorize the Chair to execute an agreement with Tetra Tech BAS, Inc., for a term of five years, and a not to exceed amount of $1,368,150, to provide maintenance services for (1) the landfill gas and leachate extraction systems located the Healdsburg Closed Landfill and (2) the leachate control and removal systems for the Annapolis, Guerneville, Roblar, and Sonoma Closed Landfills.
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Executive Summary:
The County of Sonoma is responsible for maintaining seven (7) closed landfill sites in the County. The Landfills were closed during the 1980s and ‘90s and are in a post-closure maintenance period. Though they are no longer receiving waste, they can still pose a potential risk to air and water quality along with human health and safety if not maintained properly. For this reason, the sites must be maintained and monitored within the regulatory framework of state and local regulations, in perpetuity, or until such time that the reporting indicates that the sites no longer pose a risk to the environment. The Department of Transportation and Public Works (TPW) is recommending to the Board to enter into an agreement with Tetra Tech BAS, Inc. to provide such services in order to comply with State and Local regulations, for a term of five years, and a not to exceed amount of $1,368,150.
Discussion:
Background
The Healdsburg Landfill was operated as a Class III sanitary landfill until August of 1989 when the adjacent transfer station began operations. Before 1989 the landfill was operated as a modified canyon fill from 1971 to 1989 and prior to 1971, a five-acre portion of the site had been operated as an open burn dump.
Prior to closure, the landfill had accepted up to a permitted maximum of 220 tons per day of non-hazardous and inert wastes primarily from residential and commercial sources for disposal. The landfill currently has an in-place volume of approximately 1.5 million cubic yards of solid waste.
The site was closed in conformance with Title 14 and Title 23 (currently Title 27) of the California Code of Regulations (CCR) in 1989.
Maintenance Overview of the Healdsburg Facility
The Landfill Gas Collection and Control System (LFGCCS), includes a Triton GF-400 landfill gas flare, which can burn 400 cubic feet per minute of landfill gas (LFG) extracted from gas extraction wells. The system was installed in 2000, in part, to reduce the possibility of LFG migration outside of the landfill footprint and to prevent LFG migration up through the landfill surface and into the atmosphere. The purpose of the LFGCCS is to maintain subsurface concentrations of LFG below 5% methane by volume at the LFG perimeter probe network pursuant to CCR Title 27 regulations.
The majority of the extraction wells at the Healdsburg Landfill extract LFG only, while others were constructed as dual-purpose wells, extracting both LFG and water that has percolated through the landfill waste, also known as leachate.
Due to the specialized nature of closed landfills and the unique qualifications, equipment, and materials required to maintain such systems, the County has for multiple decades contracted for the services with firms that are better positioned to provide the specialized and independent services for the maintenance, monitoring, and reporting requirements for the County’s closed landfills.
Selection Process
A Request for Proposals (RFP) for the LFGCCS and Leachate Collection Recovery System (LCRS) maintenance work was posted to the County’s Portal on July 17, 2020. As a result of the posting the County received four (4) proposals from the following firms:
1. Geosyntec Consultants, Inc.
2. SCS Field Services
3. Tetra Tech BAS, Inc.
4. TRC Solutions, Inc.
A three-person panel was assigned to review the proposals. Two of the members of the panel were from within TPW and one member was from the Northern Sonoma County Air Pollution Control District. Panel personnel were instructed to rank the proposals based on a qualitative evaluation of technical merits of the proposals and ability to perform the work without reference to costs. Proposers were evaluated according to the following criteria: Quality and clarity of proposal; Response to general requirements and services; demonstrated knowledge of and experience with regulations and regulatory agencies; demonstration of experience and qualifications; availability to respond 24 hours a day, 7 days a week, 365 days a year; and quality of work as verified by references.
After reviewing the proposals, a clear leader emerged. All three panelists ranked Tetra Tech BAS, Inc. highest and best able to serve the County’s needs.
Having completed the evaluation process as to all proposers’ qualifications, County staff reviewed proposed costs. Tetra Tech, while ranked qualitatively best to address the needs of the County, was $22,076 higher than the next highest cost proposal.
While second-ranked SCS Field Services (SCS) had lower prices, the quality of the services to be provided by Tetra Tech BAS, Inc. are expected to exceed those of SCS. SCS has been under contract with the County for LFGCCS maintenance at Healdsburg Landfill since April 1, 2015, so County staff are familiar with the quality of the services offered by SCS. Staff invited Tetra Tech BAS, Inc. to re-examine their cost proposal to see if there were opportunities for cost reductions for specific tasks without loss of service to the County. Tetra Tech BAS, Inc. was able to offer a reduction in their annual cost of services, which placed them even with the next highest-cost firm, TRC Solutions, and $26,000 more than the next highest-ranked firm, SCS Field Services. Staff believes that Tetra Tech BAS, Inc. offers superior service relative to the other proposers. Tetra Tech BAS, Inc. provided a wide range of qualifications for all of their technicians and sub-contractors, was the only proposer that already had both flare and pneumatic pump certification, was the only firm with a technician with residence in the County that could be available during an emergency call-out 24/7, and has extensive operations and maintenance experience with landfill operations, gas collection and control systems such as a flare and leachate control and recovery system.
Costs under this agreement are not to exceed $273,620 per year for a term of five years. This amount includes $98,630 per year for all routine operation, maintenance, monitoring, testing, and reporting services, as well as $175,000 per year for all non-routine maintenance and construction services, and incidental costs. Total contract cost shall not exceed $1,368,150 for a term of five years, and will be paid from the Integrated Waste budget sourced through either the landfill concession fees under the Landfill Settlement Agreement (LSA) for the Urban Landfills or for facilities outside of the LSA, from the Rural Landfill Fund.
Recommendation
Approve and authorize the Chair to sign the Agreement for Professional Services with Tetra Tech BAS, Inc. to provide landfill gas collection and control systems maintenance, monitoring, and reporting services at the Healdsburg Closed Landfill and leachate collection and recovery system services at the Annapolis, Guerneville, Healdsburg, Roblar, and Sonoma closed landfills.
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$273,630 |
$273,630 |
$273,630 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$273,630 |
$273,630 |
$273,630 |
|
Funding Sources |
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|
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General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$273,630 |
$273,630 |
$273,630 |
|
Use of Fund Balance |
|
|
|
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Contingencies |
|
|
|
|
Total Sources |
$273,630 |
$273,630 |
$273,630 |
Narrative Explanation of Fiscal Impacts:
The proposed Agreement outlines payments of no more than $273,630 per year, for a total not to exceed amount of $1,368,150 for five years. Appropriations of $98,630 for routine and $175,000 for non-routine work were included in the FY 2020-21 adopted Former Urban Landfill budget. Budget appropriations will be requested for future years as part of the annual budget process.
Funding for maintenance at the Healdsburg, Sonoma and Roblar Landfills is stipulated by the LSA between the County of Sonoma and the Committed Cities, which became effective on April 1, 2015. The LSA directs the collection of Concession Fees for each ton of Municipal Solid Waste and Organic Waste (Green waste, yard debris, and food waste) received at one of five County-owned Solid Waste Facilities. For the Annapolis and Guerneville Landfills, funding will come from the rural landfill fund. There is no financial impact to the General Fund.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
Tetra Tech BAS, Inc. Agreement